PERJALANAN DINAS ( ITINERARY) OTK Humas &Protokol XII

Summary

This video script provides a detailed guide on how to organize a business trip (perjalanan dinas) for an executive or employee. It covers the secretary’s responsibilities in preparing documents, transportation, and accommodation. Key tasks include arranging internal documents like task orders, managing external documents such as passports and visas, selecting the right mode of transport, budgeting, and creating a detailed itinerary. The video also highlights the importance of proper preparation and timely coordination to ensure a smooth and efficient business trip, culminating in the creation of travel reports for company records.

Takeaways

• 😀 Business trips or official assignments are trips undertaken by employees or executives for the benefit of their organization or company.
• 😀 A secretary plays a critical role in planning and coordinating business trips, including scheduling, transportation, and accommodation.
• 😀 There are two main types of documents required for business travel: internal (such as a travel order or official assignment letter) and external (such as passports, visas, and health certificates).
• 😀 Important external documents include passports, visas, fiscal certificates, exit permits, health certificates, transport tickets, and hotel vouchers.
• 😀 A passport is a key travel document that identifies the holder and is valid for five years, while a visa allows entry into a specific country for a set period.
• 😀 Health certificates are required for international travel to ensure that the traveler is free of contagious diseases.
• 😀 Transport arrangements need to be considered carefully, with options including land, sea, or air travel, depending on the trip's distance and urgency.
• 😀 Accommodation must be arranged in advance, typically through travel agencies or online booking platforms, with all relevant details such as room type, check-in, and check-out dates.
• 😀 A secretary should always confirm the travel details with the executive to ensure all necessary documents and arrangements are in place before departure.
• 😀 Business trip expenses should be tracked, including transport costs, accommodation, meals, and additional fees such as airport taxes or entertainment costs.

Q & A

What is a business trip or 'perjalanan dinas' in the context of a company?

A business trip, or 'perjalanan dinas', is a trip undertaken by employees or executives of a company for official purposes, aimed at fulfilling the interests and objectives of the company or institution.

What are the two main categories of documents required for a business trip?

The two main categories of documents are internal and external documents. Internal documents include the assignment letter (Surat Tugas) and the official travel order (Surat Perintah Perjalanan Dinas, or SPPD). External documents include a passport, visa, fiscal certificate, exit permit, health certificate, transport tickets, and hotel vouchers.

What is the purpose of the Surat Tugas (assignment letter) and the SPPD (official travel order)?

The Surat Tugas is issued by the company or government office to inform an employee about their assignment for a business trip. The SPPD is an official order from an authorized official, directing the employee to carry out the travel assignment.

What are some examples of external documents that might be required for international travel?

Examples of external documents include a passport, visa, fiscal certificate, exit permit, and a health certificate. These documents are necessary for entry into foreign countries and to ensure compliance with local regulations.

Why is it important to plan transportation for a business trip carefully?

Transportation is one of the largest expenses for a business trip. It is crucial to plan transportation carefully to ensure efficiency and cost-effectiveness. The choice of transport depends on factors like travel time, distance, and the urgency of the trip.

What should a secretary or office administrator consider when booking accommodations for a business trip?

When booking accommodations, the secretary should consider factors like the hotel's facilities, room types, tariffs, and availability. The booking should ensure comfort and convenience for the executive, especially during business meetings.

What are the main components of a business trip budget?

The main components of a business trip budget include costs for documents (e.g., passport fees, fiscal fees, etc.), transportation (round-trip travel, local transport), accommodation, meals, entertainment, and other incidentals such as event hosting or per diem allowances.

How should a secretary or office administrator manage the schedule for a business trip?

The secretary should ensure that the trip schedule is aligned with the executive's availability, considering transportation timetables, meeting times, and the duration of stay. A travel time table (MTB) should be used to organize all travel details like departure and arrival times and the type of transportation.

What is the purpose of creating a business trip report after the trip is completed?

A business trip report serves as a tool for accountability and transparency. It provides a detailed account of the trip's outcomes and expenses. This report helps with decision-making and evaluating the efficiency of the trip in terms of both objectives achieved and financial management.

How are transport options (air, sea, land) selected for a business trip?

The choice of transport depends on factors such as the distance, urgency of the business, and the budget. Air travel is preferred for long distances, sea or land transport might be used for closer or more cost-effective routes. The secretary or travel coordinator must choose the most appropriate method based on these considerations.